Personal Assistant to CFO

Found in: Talent ZA C2 - 2 weeks ago

Sandton, South Africa Inseta Full time

PURPOSE OF JOB

 

To provide an efficient secretarial and office support service to the CFO by controlling the diary and activities of the CFO.

 Key Performance Areas

Outputs

Administrative Support and Coordination to CFO Office 50%

Diary Management

  • Plan and schedule the CFO’s annual, quarterly, monthly, weekly and daily plans and tasks as required
  • Schedule and coordinate meetings in the CFO’s diaries as required
  • Identify meetings that the CFO cannot attend and recommend alternative attendee as required
  • Manage that meetings are well coordinated and organised including all meeting logistics as required
  • Develop and update the departmental annual calendar with all key engagements and deliverable deadlines, implement reminders and coordinate that all calendar deliverables are received on time and to standard by the agreed dates
  • Coordinate leave applications for relevant staff members and submit to CFO for approval.
  • Ensure smooth daily functioning and operations of the CFO’s office

Secretarial

  • Collate all Financial reporting documents form Finance Team for submission to CFO
  • Draft meeting documentation including minutes, agenda’s, matters arising, resolutions and meeting invitations, submit for approval and distribute within agreed turnaround time
  • Ensure that minutes are approved and distributed within 5 days
  • Capture action items and email to finance and SCM team within 2 days
  • Assist the CFO on administrative requirements within deadlines
  • Edits and quality assure all external written communications via the CFO Office

Stakeholder Management 25%

  • Engage and communicate directly with CEO, Senior Management and related stakeholders, on behalf of the CFO as required
  • Represent CFO on first contact including responding to communication professionally
  • Build influential relationships with stakeholders to support effective and efficient processing of INSETA requirements as required
  • Resolve stakeholder queries and complaints in a manner that maintains the stakeholder relationships.

Travel Coordination 15%

  • Coordinate travel, accommodation and car hire for the CFO as well as Finance and SCM team as required and as per policy
  • Coordinate domestic and international travel as required
  • Coordinate the capture and maintenance of the CFO’s travel logbook
  • Reconcile travel spend with allocated budget monthly.

General Administration 10%

  • Provide any other administrative support as required
  • Ensure that all documentation is drafted accurately within turnaround time, filed securely and confidentiality is maintained on an ongoing basis
   REQUIRED QUALIFICATIONS AND EXPERIENCE

Qualifications

Minimum Requirement: Grade 12 or equivalent plus NQF Level 6 qualification in Administration Management or another relevant area or similar is required

Preferred Requirement: NQF 7 qualification in Business Management or Public Sector Management

Experience

Minimum Requirement: A minimum of 5  years relevant experience in supporting Executives in a PFMA environment

Preferred Requirement: Relevant experience in a Public Sector/Seta environment

REQUIRED KNOWLEDGE AND SKILLS

Knowledge

Minimum Requirement: Knowledge and understanding of the PFMA and NT regulations

Preferred Requirement: Knowledge and understanding of the appropriate legislative and regulatory frameworks. (PPPFA, BBBEE etc.)

Skills

Minimum Requirement: Attention to detail, ability to work under pressure and meet deadline under challenging circumstances.

Intermediate proficiency in MS Office

Preferred Requirements: Advanced proficiency in MS Office and ability to interpret some financial and commercial information

INSETA is an equal opportunity employer and preference will be afforded to designated candidates in line with the approved Employment Equity Plan.

Closing date: 29 April 2024

NB: Applications of People with Disabilities will be given preference.

No late applications will be accepted.

Send your CV and Qualifications in your online application.

INSETA reserves the right not to make an appointment.

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